September 16, 2002KCSOS Research Services1 Welcome to CBEDS 2002 Orientation Presented by: Veronica L. Van Ry, Research Associate Research Services Kern

September 16, 2002 KCSOS Research Services 1

Welcome toCBEDS 2002 Orientation

Presented by:

Veronica L. Van Ry, Research Associate

Research Services

Kern County Superintendent of Schools Office


Agenda• General Information about CBEDS• Understanding the County District Information Form• Understanding the School Information Form• WebCBEDS Online Demonstration• ---Break---• Loading Professional Assignment Information Form software

– Entering PAIF data– Exporting PAIF data to send to KCSOS ([email protected])– Transmitting PAIF data to CDE via Internet


What Is CBEDS?

• CBEDS (California Basic Educational Data System) is an annual data collection which collects the following data elements from California K-12 public schools: – enrollment, graduates, dropouts, – vocational education, alternative education,– adult education, course enrollment, – classified staff, certificated staff, – teacher shortage and demand.


Why We Collect CBEDS and

What CBEDS Does For You


CDE Data Reporting Requirements

• Education Codes• Federal data Submission• Dept. of Finance for annual budget• The system is designed to reduce the number of

information collections made by the California Department of Education


How KCSOS Uses CBEDS data?

• To project future student enrollments• Student counts for federal reporting• To identify areas of teacher needs• Curriculum offerings• Class load analysis


Funding Sources

• School Improvement• Instructional Materials• Digital High School• Tenth Grade Counseling• Federal Class Size Reduction• CA Technology Assistance Project• Safe and Drug-free Schools


Funding Sources continued

• Vocational Education-Carl Perkins• Healthy Start Support Services Program• Technology Literacy Challenge Grant• K-4 Classroom Library Materials• Beginning Teacher Support & Assessment (BTSA)


General Information

PAIF

CDIF

SIF


Significant Dates

• October 2 -- INFORMATION DAY• October 18 -- Schools return SIF and PAIF materials to

District CBEDS Coordinators• By November 1 -- Districts submit and lock

WebCBEDS CDIF and SIF data which are then downloaded to CDE directly from KCSOS

• By November 1 – Districts submit PAIF data via Internet and send copy to KCSOS ([email protected])


Reporting Methods

• All Kern County School Districts report CDIF and SIF data via the web at webcbeds.kern.org

• PAIF Data is reported using– State provided CD-ROM (upon completion, data can

be transmitted to CDE via Internet)– A copy of the completed data should be sent to

Veronica Van Ry at [email protected]


Responses in Kern County

• County District Information Forms (CDIF)– 48 District Offices

• School Information Forms (SIF)– 242 Schools

• Professional Assignment Information Forms (PAIF)– ~8,500 Certificated Staff


Goals of WebCBEDS

• Automate and streamline collection of state mandated school level education statistics.

• Acquire Kern County school information in a more timely and accurate manner.

• Apply current technology to the collection of other school/community information.


Benefits of WebCBEDS

• CDIF and SIF data can be filed quickly, with minimal errors

• Updated electronic reports produce quick district and county comparisons

• Increased efficiency allows Districts to transfer resources to other areas of need

• School policy decision makers have greater access to school/community specific information


Information Day

• Wednesday, October 2, 2002• Most of CBEDS is a snapshot of that day.• However, some data may be prepared before

Information Day– Graduates– Dropouts


The Administrative Manual

• AVAILABLE ON THE WEB • www.cde.ca.gov/demographics/coord/cordhome.htm• It is a portable document file (.pdf) so you will need to

first download Adobe Acrobat if you do not already have it loaded on your computer.


Packing List

• Inventory materials as soon as shipment arrives– make sure you have what you expected– call for more forms if needed– password for PAIF software is on packing list

• All Kern County Schools use WebCBEDS to file CDIF and SIF data


List of Schools

• If corrections to the following are necessary– school name– grade span– new schools to add– old schools to delete

• Call KCSOS to make corrections– Veronica L. Van Ry (661) 636-4504– [email protected]


Verify Data

• Look over data for completeness• See if data appear reasonable• Compare data to last year’s data


County/District Information Form


Classified Staff (Section A)

• Single school districts report all classified staff on the School Information Form

• Report in whole numbers only• District or county office staff only (not school sites)• Do not repeat staff already counted on SIF


GATE Students (Section B)

• Report in whole numbers only• Students identified as Gifted and Talented

– students participating in GATE programs– students not participating in GATE programs


Adult Ed Staff (Section C)

• Report the unduplicated count of full-time and part-time adult education certificated and classified employees by category in columns b and c.


Service Learning/Community Service (Section D)

• To be completed by all school districts.• Does the district have a school board policy that

provides opportunities for all students to participate?• Check boxes

– no numbers– no tally marks


Teacher Shortage and Demand(Section E)

• Report only estimated number of teachers to be hired for the 2003-04 school year.

• Report full-time equivalent positions• Report to one decimal point• Do not include

– administrative positions– pupil service positions– classified positions


High School Graduation Requirements (Section F)

• Required for 2003 high school diploma• Community Service added• Report number of units in each subject area• Should sum to total• Mathematics and Laboratory Science sections define

what was already counted above• Be sure to complete conversion item

– one year course=nn units


Interdistrict Transfers (Section G)

• Report total number of incoming students who have transferred from other California school districts as of Information Day.

• Do not include out-of-state transfers.• If none…enter ‘0’


Questions regarding CDIF?


School Information Form


SIF General Information

• Report in whole numbers– No decimals– No fractions– No tally marks– No zero fills

• Totals on right side not keyed• WebCBEDS will produce totals automatically


Classified Staff (Section A)

• School site staff only– not district or county office staff

• Single school districts– report all classified staff on SIF not on CDIF


School Enrollment (Section B)

• Data in this section are used for:– generating funding– enrollment projections

• Report only those students enrolled in a school or program leading to a high school diploma or its equivalent.


Enrollment for Special Ed Students

• Special education students K-12– Try to count all students in appropriate grade level– Use “ungraded” lines only if necessary

• Do not report– preschool, ROP or special education infants

• Special education adults– counted as Ungraded Secondary


Adults in K-12 Programs

• Students 21 years or older• Enrolled in and attending regular high school program

leading to a high school diploma• Fully funded at ADA (average daily attendance) level• Not adults in independent study• Not special education


Year-round Schools

• Count tracks in session on Information Day• Count other tracks

– on last day attended before Information Day – on first day back after Information Day

• Combine enrollments


School Enrollment Reminders

• If enrollment is all one gender– make a note

• If enrollment is all one racial/ethnic designation– make a note

• Check the totals produced from the web to be sure your numbers agree


Graduates (Section C)

• Data are for previous year 2001-2002• High school diplomas only

– not GED– not CHSPE

• Includes 2002– June graduates– mid-term graduates– summer school graduates


Graduates Completing Courses for UC/CSU Entrance

• Subset of total graduates• Completed all courses required for UC/CSU Entrance• With grade of “C” or better


Enrollment in Selected H.S.Courses (Section D)

• Report for grades 7-12• Count student only once in each category• Include spring classes if students pre-enrolled• Include integrated math science courses


Voc Ed Enrollment (Section E)

• Report for grades 9-12 only• Count each student only once• Include spring classes if students pre-enrolled• Do not include ROP/ROC enrollment


Dropouts (Section F)

• Report for school year 2001-2002• For grades 7-12• Must meet dropout criteria on page 8 of Administrative

Manual• If a student transfers to an adult school and is a no

show at the adult school, the school that transferred the student should report the student as a dropout.


Alternative Education (Section G)

• Data required for every Alternative, Continuation school• Do not report adults in independent study on this form• Enrollment reported in this section must also have been

reported in Section B


Technology (Section H)

• Number of computers with CD-ROM• Number of classrooms with Internet access• Number of classrooms connected to WAN• All items in this section will default to “0” if no data is

entered


Class Size Reduction (K-3)

• Check boxes for options at this school– Option 1 is 1 certified teacher for each K-3 class of

20 or fewer students– Option 2 is 1 certified teacher for each K-3 class of

20 or fewer students for half of the instructional minutes per day.

– per J7 CSR Report


Educational Calendar (Section J)

• Year-round school data• Replaces “CA Year-round Schools Directory Information

Request” survey by School Facilities Planning Division• Check boxes for options at this school only


Health Centers (Section K)

• School-based health center• School-linked health center• Definitions are on page 10 of the Administrative Manual• Leave blank if none


Questions regarding the SIF?


WebCBEDS Online Demonstration


Break Time


Professional Assignment Information Form


PAIF Materials

• Use only 2002 forms– Throw away 2001 forms– Do not use sample from Administrative Manual

• Extra Forms– Email request to [email protected]– Call Veronica Van Ry (661) 636-4504


Who Should Complete a PAIF?

• Certificated employees w/full credential• District and university interns and pre-interns• Teachers on emergency credential/waiver• Non-Certificated administrators

– assistant or deputy superintendent– district board waived certification

• Long-term substitute teachers• Charter school teachers


Who Should NOT Complete a PAIF

• Certificated employees in– Child care, Preschool, Adult Education, and/or

ROP/ROC Programs• Classified employees

– Paraprofessional– Clerical– Other classified

• Short-term substitute teachers


Absentees

• Long-term absentee– Does not complete PAIF– Long-term Substitute completes PAIF instead

• Short-term absentee– Completes PAIF when he/she returns


Staff at More Than One Site

• More than one site in same district– Completes one PAIF form only– Shows data from all assignments– Put form at school with largest percent of time

• More than one site in different districts– Completes one PAIF form for each district– Shows data from only that district on each form– Becomes part-time in each district


Name and District Assigned Id.

• Used for record identifier– to correct errors– to pre-print data for next year

• May submit either– Name– District Assigned Identification Number

• Will be removed from data file prior to reporting


Birth Year

• Enter the last 2 digits of birth year• Birth year data converted into age and removed from

raw data files


Highest Education Level

• Only degrees actually conferred• Do not include honorary degrees • Convert quarter hours to semester hours

– by multiplying quarter hours by 2/3


Racial/Ethnic Designation/Gender

• Racial/Ethnic Designation– May select more than one category/group

• Gender– Select male or female


Educational Service

• Total Years of Educational Service– includes this year– must be “01” or greater

• Years in This District– includes this year– must be “01” or greater

• Funding for your district’s BTSA is based on the number of eligible first and second year teachers in your district and the type of credential they hold.


New Assignment Codes

• Beginning Teacher Support and Assessment (BTSA) was formally 6012, now report as assignment code 6019.

• English as a Second Language (ESL) has been renamed to English Language Development but is still assignment code 2110.


Assignment Percents

• Percent of time that corresponds to this assignment code

• Sum of all percents should equal 100– for full-time positions– for part-time positions– unless Teach Over 100% is “Yes” is marked


Enrollment in Class or Course

• Completed for teacher assignments only• Certificated staff in non-teaching positions should leave

class or course enrollment blank.• Teachers in support teaching assignments do not need

to report enrollment.


Grade Level

• Complete for teacher assignments only• Report only

– subject area classes– vocational education classes

• For the majority of students in the class• Multiple grades, no majority can be used if more than

two grades are represented and no grade level represents over 50% of the students.


UC/CSU Course (grades 7-12)

• Course designated as meeting the UC/CSU requirements for admission

• UCOP has a website where you can check your school’s list of approved a-f course www.ucop.edu/cgi-bin/sasscd.pl

• Do not include– PE Classes– Special Ed Classes– Elementary Classes


Status

• Report for current position only• Most administrators report “Other”


Full or Part-Time Position

• Full-time• Part-time

– assignment blocks must still add to 100%– must also report percent of full-time position– may not mark Teach Over 100%


Teach Over 100%

• Must be a full-time position• Teaching extra period or more (including working

through prep period)• Must not be used for

– Mentor teacher --Coaching– Adult/Education --Preschool– ROP/ROC --Department Chair– Administrative --Pupil Services


Type of Teaching Credential(s) Held

• Mark at least one• Teaching credentials only

– not administrative credentials– not pupil service credential

• If left blank, it will be reported as an uncredentialed teacher


Authorized Teaching Area(s)

• Mark at least one• Mark all that apply• Teachers who hold a 30-day emergency permit are not

required to report an authorization.• Special Designated subjects (driver education, driver

training, ROTC, basic military drill, aviation flight or ground instructor)


Questions regarding the PAIF?


Questions and/or Comments

• [email protected]• [email protected] (661) 636-4504• [email protected] (661) 636-4648• PAIF Software User Services (877) 613-3282

• This PowerPoint presentation will be available later today at: http://kcsos.kern.org/research/cbeds2002


PAIF Data Entry Assistant Software Demonstration

California Department of Education

Educational Demographics Office

Documents

September 16, 2002KCSOS Research Services1 Welcome to CBEDS 2002 Orientation Presented by: Veronica L. Van Ry, Research Associate Research Services Kern